Establishing secure connection…Loading editor…Preparing document…

Merchant Services Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

MERCHANT SERVICES AGREEMENT

This Merchant Services Agreement (the Agreement) is made effective as of by and between Merchant Name: , a business organized as Corporation LLC Partnership Other with principal place of business at , and Provider Name: , a business organized as Corporation LLC Partnership Other with principal place of business at . Merchant and Provider are each a Party and collectively the Parties.

RECITALS

WHEREAS, Provider is engaged in the business of providing payment processing services, acquiring bank relationships, and related technical and settlement services to merchants; and

WHEREAS, Merchant desires to engage Provider to process payment card transactions and related electronic payments in accordance with the terms of this Agreement; and

WHEREAS, Provider is willing to provide such services to Merchant subject to the terms and conditions set forth herein.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the Parties agree as follows:

1. DEFINITIONS

For purposes of this Agreement, the following capitalized terms have the meanings set forth below: "Card Network" means Visa, MasterCard, Discover, American Express and any network that facilitates card transactions; "Chargeback" means a charge reversed by an Issuer or Card Network under applicable rules; "Fees" means all processing fees, transaction fees, monthly fees, chargeback fees and other amounts payable by Merchant to Provider under this Agreement. Other defined terms are set forth in the context of their use herein.

2. SERVICES

Provider shall provide payment processing, authorization, clearing, settlement, reporting and related services (collectively, the Services) necessary to accept and settle Card Transactions initiated by Merchant. Provider's provision of Services is subject to approval by acquiring banks and Card Networks, and Provider will use commercially reasonable efforts to maintain the ability to process transactions on terms generally available to similarly situated merchants.

3. FEES AND PAYMENT

Merchant shall pay the Fees set forth below. All Fees are due and payable in accordance with Provider's standard billing practices and may be deducted from settlement funds as authorized by Merchant.

4. SETTLEMENT; FUNDS

Provider will remit settlement funds to Merchant, net of Fees, subject to holdbacks and reserves as permitted herein and by Card Network rules. Settlement frequency shall be . Merchant's designated bank account for settlement is:

5. SECURITY, RESERVES AND SETOFF

Provider may impose reserves, chargebacks, holds and setoffs against settlement funds if Provider reasonably determines that Merchant poses credit, fraud, operational or regulatory risks. Provider may require an initial reserve or periodic reserve adjustments to protect Provider and its acquiring banks from losses. Provider shall provide notice of any reserve or hold in accordance with Section 14 (Notices).

6. DATA SECURITY; PCI COMPLIANCE

Merchant shall comply with applicable Payment Card Industry Data Security Standard (PCI DSS) requirements and any reasonable security requirements imposed by Provider or Card Networks. Merchant shall implement and maintain technical and organizational measures to protect cardholder data and shall promptly notify Provider of any actual or suspected data breach. Merchant remains primarily responsible for any compromise of cardholder data resulting from Merchant's systems or failure to comply with PCI requirements.

7. REPRESENTATIONS AND WARRANTIES

Each Party represents and warrants that it has full power and authority to enter into this Agreement, that execution and performance will not violate any agreement or law, and that the information provided to the other Party is true, complete and not misleading. Merchant further represents that it will not engage in high-risk or prohibited business activities under Card Network rules.

8. INDEMNIFICATION

Merchant shall indemnify, defend and hold harmless Provider, its affiliates, and their respective officers, directors, employees and agents from and against any and all claims, liabilities, losses, damages, fines, penalties and expenses (including reasonable attorneys' fees) arising out of Merchant's breach of this Agreement, Merchant's negligence, fraud, or violations of law, and claims relating to Chargebacks attributable to Merchant's acts or omissions.

9. LIMITATION OF LIABILITY

EXCEPT FOR LIABILITY ARISING FROM FRAUD, WILLFUL MISCONDUCT, OR GROSS NEGLIGENCE, NEITHER PARTY SHALL BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES. PROVIDER'S AGGREGATE LIABILITY FOR DIRECT DAMAGES SHALL NOT EXCEED THE TOTAL FEES PAID BY MERCHANT TO PROVIDER IN THE SIX (6) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

10. TERMINATION

This Agreement shall commence on the Effective Date and continue until terminated by either Party upon thirty (30) days' prior written notice; provided, however, that Provider may immediately suspend or terminate Services if Merchant breaches this Agreement, Card Network rules require suspension, or Provider reasonably determines Merchant poses an unacceptable risk of loss or fraud.

11. CONFIDENTIALITY

Each Party shall keep confidential and shall not disclose to any third party any confidential information of the other Party, except as required by law, court order, regulatory requirement or Card Network rule. Confidential information does not include information that is or becomes generally available to the public through no breach of this Agreement.

12. COMPLIANCE WITH LAWS AND CARD NETWORK RULES

Merchant agrees to comply with all applicable laws, regulations and Card Network operating rules. Provider shall comply with applicable laws in performing the Services but makes no warranty of continued participation by any acquiring bank or Card Network.

13. RECORDS, AUDIT AND REPORTING

Provider will provide regular reporting of transactions and settlements. Provider may audit Merchant's compliance with this Agreement and Card Network rules; Merchant shall provide reasonable access to records and systems upon reasonable notice, except to the extent prohibited by law or confidentiality obligations.

14. NOTICES

All notices under this Agreement shall be in writing and sent to the addresses set forth below or to such other address as either Party may designate by notice.

15. AMENDMENTS; WAIVER

No amendment, modification or waiver of this Agreement shall be effective unless in writing and signed by both Parties. No failure or delay by either Party in exercising any right shall operate as a waiver of that right.

16. COUNTERPARTS

This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. Facsimile, scanned, or electronic signatures shall be binding.

17. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

This Agreement shall be governed by and construed in accordance with the laws of the state specified by the Parties below without regard to its conflict of laws principles. This Agreement constitutes the entire agreement between the Parties with respect to its subject matter and supersedes all prior agreements, representations, and understandings. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

18. MISCELLANEOUS

The Parties acknowledge that certain provisions of this Agreement are required by Card Networks or acquiring banks; such provisions shall survive termination. Any notices, consents or approvals required shall be in writing as provided in Section 14. If Provider assigns or novates its rights under this Agreement to an acquiring bank or other financial institution, Merchant shall continue to perform its obligations to such assignee.

Merchant Printed Name:

By:

Date:

Provider Printed Name:

By:

Date:

Enter text✕

What a Merchant Services Agreement Covers

A Merchant Services Agreement is a contract between a merchant and a payment processor or acquiring bank that defines card acceptance services, fees, settlement timing, chargeback procedures, reserves, and performance obligations. It governs interchange and processor fees, permitted transaction types, PCI and data-security requirements, fraud monitoring, and termination rights. The agreement typically includes underwriting representations, indemnities, and confidentiality provisions that affect daily processing, reconciliation, and liability allocation between the parties.

Why a Clear Agreement Matters for Card Acceptance

A well-drafted Merchant Services Agreement reduces operational risk, clarifies fee structures, and limits disputes over chargebacks and reserves. It sets expectations for settlement timing, security obligations, and termination mechanics so both parties can manage cash flow and compliance with card network rules.

Why a Clear Agreement Matters for Card Acceptance

Who Typically Prepares or Signs This Agreement

Each signer should have authority to bind the organization and understand financial, operational, and compliance implications before execution.

  • Small and medium merchants seeking card processing with defined fees and settlement terms.
  • Financial and payments teams at larger merchants handling underwriting, reconciliation, and chargeback management.
  • Payment processors, ISOs, and acquiring banks that onboard merchants and enforce PCI/network rules.

Step-by-Step: Completing a Merchant Services Agreement

Follow this simple sequence to reduce errors and speed onboarding.

  • 01
    Collect company data: Assemble legal name, EIN, bank info.
  • 02
    Confirm processing details: Specify transaction types and average ticket.
  • 03
    Review fee schedule: Check interchange, processor, and assessed fees.
  • 04
    Authorize and sign: Ensure an authorized officer signs with date.

How to Configure the Agreement for Online Completion

Set up fields, routing, and authentication in your e-sign workflow so the agreement flows correctly between underwriting, merchant, and finance teams.

Document Field | Configuration Setting | Notes Field name | Required/Optional | Validation or guidance
Signature field placement and properties Signature | Required | Timestamped
Initials for page acknowledgment Initials | Optional | Each page initial
Bank account verification instruction Text block | Required | Micro-deposit check
Underwriting checklist routing rule Routing | Required | Route to underwriting queue

Where to Send Signed Agreements and Next Steps

Routing signed copies promptly preserves onboarding timelines and ensures accounting receives settlement details.

  • Merchant copy: Provide fully executed PDF to merchant for records.
  • Underwriting: Send to underwriting team for account activation.
  • Finance / accounts payable: Share fee schedule and settlement terms with finance.
  • Processor record: Retain in processor archive for audit trail.

Technical Requirements for Digital Completion and Storage

Confirm the solution can produce a tamper-evident signed PDF and a detailed certificate of completion for compliance and audit purposes.

  • File formats: PDF, DOCX accepted
  • Integration options: Salesforce, NetSuite, Google Workspace
  • Security capabilities: TLS, AES-256 encryption

Typical Timelines and Processing Expectations

Expect underwriting and activation to follow published turnaround times from your processor; plan for verification steps that may add time.

Underwriting turnaround time:

Usually 3–10 business days

Settlement schedule:

Daily batching; funds in 1–3 business days

Reserve review period:

30–180 days depending on risk

Dispute/chargeback response:

Typically 7–30 days to respond

Agreement notice periods:

Termination often requires 30–90 days' notice

Common Mistakes That Delay Merchant Onboarding

  • Submitting inconsistent names between the Merchant Services Agreement and tax records, causing EIN verification failures and underwriting delays.
  • Leaving bank routing or account numbers unverified, leading to failed settlements and additional manual remediation steps.
  • Failing to disclose high-risk transaction types or cross-border processing, which can trigger holds, higher reserves, or application rejection.
  • Using vague descriptions for processing volume or chargeback mitigation plans, which can cause conservative reserve and fee settings.

Key Risks and Financial Consequences

Chargeback exposure: Higher refunds and chargeback fees
Reserve withholding: Temporary holds on settlement funds
PCI noncompliance: Fines and increased acquirer fees
Misstatement of TIN: Backup withholding at 24%
Breach liability: Costly remediation and notification
Contract termination: Early termination fees may apply

eSignature Vendor Pricing and Feature Snapshot for This Agreement

Compare common pricing and feature criteria for eSignature vendors used to execute Merchant Services Agreements; signNow is listed first per vendor comparison.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-World Examples of Merchant Agreement Use

These brief examples show how organizations apply merchant agreements in practice.

Optica Ventures

Optica used an executed Merchant Services Agreement to standardize settlement terms across stores

  • Reduced chargeback response time by centralizing dispute handling
  • The company reported faster reconciliations and clearer responsibilities between merchant and processor after standardizing contract language.

Tech Data

Tech Data updated fee schedules in a master Merchant Services Agreement

  • Implemented tiered pricing by transaction volume
  • The revision clarified billing cycles and reduced billing disputes between finance teams and the processor.

Practical Tips for Accurate and Efficient Completion

Follow these practical guidelines to reduce onboarding friction and contractual disputes.

Verify legal names
Match the merchant name to formation and tax records to prevent underwriting delays.
Include exhibits
Attach processing limits, supported card brands, and sample receipts as enforceable exhibits.
Document authentication
Use audit trails and signer authentication appropriate to the transaction risk.
Store executed copies
Keep tamper-evident signed PDFs and the certificate of completion for audits.

Frequently Asked Questions About Merchant Services Agreements

Answers to common questions about signing, notarization, fees, and digital execution for Merchant Services Agreements.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users